Fleet overview
What the Fleet module does, who uses it, the key terms, and how it connects to the rest of a2NSoft.
What Fleet is for
Fleet keeps the whole life of a vehicle or piece of equipment on one record: purchase, assignment to a driver, daily use, fuel, service, registration and insurance, fines, accidents, cost and finally sale or scrapping. You open a vehicle and see everything about it, instead of searching several spreadsheets.
Fleet is built for GCC companies. Registration, insurance and permit documents follow the rules of the UAE, Saudi Arabia, Oman, Qatar, Bahrain and Kuwait.
Who uses it
| Role | Typical work |
|---|---|
| Fleet manager | Sets up Fleet, approves large jobs and disposals, reads cost and TCO figures |
| Fleet coordinator | Registers vehicles and drivers, assigns vehicles, runs reservations, renews documents, records fines and accidents |
| Workshop user | Works on service requests and work orders, issues parts, records tyres and batteries |
| Driver | Uses the My Vehicle page on a phone: trips, fuel, checks, issues, breakdowns |
| Any employee | Books a pool vehicle |
Key ideas
- Vehicle 360 is the vehicle record. It has tabs for drivers, maintenance, fuel, trips, tyres, expenses, documents, accidents, fines and telematics, plus a cost summary.
- Vehicle includes equipment. Heavy categories such as forklifts and cranes are measured in engine hours instead of kilometres.
- Drivers are normally HR employees. A driver profile adds licence, medical and training details. Outside drivers can also be added by name.
- Assignment hands a vehicle to a driver, a pool or a project for a period. Assignments have dates and keep their history.
- Reservation books a pool vehicle for a time window, with approval, check-out and return.
- Odometer reading: every reading keeps its source. A doubtful reading is kept and flagged for review, never deleted.
- Service request is anything that needs attention. A work order is the job that fixes it, with parts, labour and outside work.
- Maintenance plan says when preventive work is due, by date, kilometres or engine hours.
- Cost ledger: every costed record (fuel, work orders, insurance, fines, expenses, leases) writes one cost line for the vehicle. Total cost of ownership (TCO), cost per km and allocation all read this ledger.
- Potential anomaly: a fuel fill that looks odd is flagged for review. It is never described as fraud.
Approvals and segregation of duties
Fleet has its own approval rules for work orders, pool reservations, expenses, fine deductions and vehicle disposals. Nobody approves their own request: the approver must be a different person who holds the permission named on the rule. Administrators set the rules under Fleet > Configuration > Approval Rules.
How Fleet connects to other modules
| Module | What Fleet reads or creates |
|---|---|
| HR | Drivers come from employees; approved or taken leave blocks an assignment; fine deductions are queued for HR |
| Inventory | Parts on a work order are issued from a warehouse as an internal stock movement, valued at Inventory's cost |
| Purchase | A work order for an outside garage raises a purchase order to the vendor |
| Contacts | Vendors, insurers and lessors are contacts |
| Accounting | When the company turns it on, cash and card fuel fills, expenses and fines paid by the company are posted as journals. Vendor bills and stock issues are never posted twice |
Depreciation is worked out for the TCO report only. It is not posted, because a fixed assets register is not available yet.
Where to start
Read Getting started, then Register a vehicle.